academic secretary - Ooty - Good Shepherd International School

Description

Work Responsibilities

Designation:
HSS Academic Secretary – IBDP Assistant Admin

• General Academic Office Administration (IBDP)

Detailed Tasks & Deliverables:
Maintain updated IBDP academic records.
Support the IBDP Coordinator with administrative documentation.
Manage high-volume communication during result and registration periods.
Ensure systematic digital filing and data management.
Provide administrative support during peak academic cycles.

Expected Outcome:
Efficient academic office operations and organised documentation systems.

• IB Diploma Programme – Results & Post-Result Procedures

Detailed Tasks & Deliverables:
Correspond with parents regarding IB DP results.
Guide and process Enquiry Upon Results (EUR) applications.
Coordinate transcript legalisation and dispatch to universities.
Respond to IB-related assessment queries.
Maintain confidentiality and accurate documentation.

Expected Outcome:
Timely, compliant, and professional handling of all IB result-related processes.

• IB Evaluation & Marking Coordination

Detailed Tasks & Deliverables:
2Coordinate documentation required for IB evaluation and marking.
Assist in ensuring compliance with IB submission protocols.
Maintain records of communication and confirmations.
Support faculty with IBIS-related processes where required.

Expected Outcome:
Error-free documentation and timely compliance with IB processes.

• IBIS Verification – Grade 11 to Grade 12 Transition

Detailed Tasks & Deliverables:
Verify IBIS entries prior to final submission.
Cross-check subject registrations (HL/SL), candidate details, and session codes.
Coordinate corrections before IB deadlines.

Expected Outcome:
Accurate IBIS submissions and prevention of registration errors.

• Academic Documentation & Certification

Detailed Tasks & Deliverables:
Prepare and issue bona fide certificates.
Prepare marks transcripts and other academic documents upon request.
Authenticate official documents.
Maintain a systematic record of issued documents.

Expected Outcome:
Timely issuance and proper documentation of official academic records.

• Incoming DP1 – Subject & Class Organisation

Detailed Tasks & Deliverables:
Organise subject combinations based on student selections.
3Prepare class lists and grouping records.
Coordinate classroom allocation with the DP Coordinator.
Assist in timetable-related documentation.

Expected Outcome:
Structured academic grouping and a smooth start to the academic year.

• Bridge Course Preparation – DP1

Detailed Tasks & Deliverables:
Coordinate logistics for the DP1 Bridge Course.
Prepare classroom arrangements and seating plans.
Coordinate teaching resources and materials.
Prepare student lists and communication drafts.
Ensure readiness of academic infrastructure before commencement.

Expected Outcome:
Seamless execution of the Bridge Course with full logistical preparedness.

• Classroom & Reopening Logistics (HSS – IBDP Focus)

Detailed Tasks & Deliverables:
Inspect classrooms prior to reopening.
Arrange desks and seating layouts.
Coordinate with maintenance and housekeeping teams.
Ensure readiness of academic spaces.

Expected Outcome:
Classrooms are fully prepared and operational at reopening.

• Coordination with Career Counsellor

Detailed Tasks & Deliverables:
4Assist the Career Counsellor with documentation related to university applications.
Support transcript dispatch and verification processes.
Maintain communication records related to university correspondence.
Ensure alignment of academic documentation with university requirements.

Expected Outcome:
Accurate documentation and efficient coordination of university-related processes.

• Major School Events and Conferences – Delegate Coordination

Detailed Tasks & Deliverables:
Respond to email queries from participating educators and delegates.
Coordinate airport, railway, and bus station pick-up and drop-off logistics.
Prepare and issue invoices for participation fees where applicable.
Track and record payment confirmations.
Coordinate boarding house allocations and accommodation arrangements.
Maintain a comprehensive delegate database (travel, accommodation, contact details).Provide continuous administrative coordination and documentation support.

Expected Outcome:

Smooth communication, accurate financial tracking, and well-organised accommodation and transport logistics for all major school events conducted by the HSS.

• Five-Year IB Evaluation – Documentation & Administrative Support

Detailed Tasks & Deliverables:
Assist in organising and compiling documentation required for the IB five-year evaluation.
Maintain structured digital folders aligned with IB Programme Standards and Practices.
5Coordinate with HODs and subject groups to ensure timely submission of required evidence.
Track deadlines related to self-study, action plans, and follow-up reports.
Support scheduling and logistical arrangements during evaluation visits.

Expected Outcome:
Well-organised, audit-ready documentation and seamless coordination during IB evaluation processes.

• In-House Professional Development (PD) – Logistics & Administrative Coordination

Detailed Tasks & Deliverables:
Coordinate logistical arrangements for in-house PD sessions.
Prepare participant lists, attendance records, and documentation folders.
Assist with resource compilation and digital archiving of PD materials.
Coordinate venue arrangements, seating plans, and required materials.
Maintain systematic records of PD participation and documentation for IB compliance.

Expected Outcome:
Smooth execution of PD programmes and well-documented evidence for institutional and IB requirements.